A virtual data room is a cloud solution specifically designed for secure storage and sharing of confidential documents in the business. The software includes specific features that include advanced permissions including a Q&A tool as well as bookmarks and notes along with multi-factor authentication and watermarking. This kind of software is typically used for M&A deals, IPOs and real estate asset lifecycle management. It can be used for any company that requires to manage large volumes of documentation.
A reliable vendor of an information room will comprehend the needs of different businesses and provide a variety of tools to meet those requirements. Administrators can set up groups with different access privileges and also limit access to access to printing, viewing and downloading of files. They can also control the activities of users by setting auto-expiration times and timeouts, and monitor document and user activity using reports.
Apart from these basic features, many vendors offer additional tools that can boost efficiency and security of the data room. Some of them provide multilingual search, OCR and file preview smart AI categories as well as the ability to translate documents. This makes it simple for users to navigate through huge volumes of documentation. Most importantly, a good data room provider should offer an audit trail that is robust and encryption capabilities to guarantee the security of sensitive data. This is particularly important when the data room is used for M&A, tenders, and capital raising. If, for example, the M&A diligence involves the analysis of thousands of documents, it’s crucial that only the right people are able to be able to access the documents. Otherwise, information could be released to unauthorized parties.